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Admin & Office Assistant
City of Toronto is Looking for SUPPORT ASSISTANT C Full Time
Job ID: 33114
Job Category: Administrative
Division & Section: Economic Development & Culture, EDC Arts & Culture Services
Work Location: Clark Centre for the Arts, 191 Guildwood Pkwy, Scarborough
Job Type & Duration: Part-time, Part-Time Vacancy
Hourly Rate: $29.36 – $32.19
Shift Information: Monday to Friday, Up To 28 Hours Per Week
Affiliation: L79 Unit B PT
Number of Positions Open: 1
Posting Period: 15-Feb-2023 to 02-Mar-2023
Toronto is Canada’s largest city, the fourth largest in North America, and home to a diverse population of about 2.8 million people. Consistently ranked one of the world’s most livable cities, we are a global centre for business, finance, arts and culture. Join the award-winning Toronto Public Service as a Support Assistant C (Part-Time) within our Economic Development & Culture Division.
Reporting to the Senior Arts Consultant and the Community Cultural Coordinator, the Support Assistant C is responsible for a range of administrative duties that ensure the smooth running of site operations, including providing primary front line customer service; responds to inquiries, registers program participants, tours rental clients, distributes promotional material, and monitors and coordinates daily service delivery. Specifically you will:
Major Responsibilities:
- Prepares, researches, maintains and processes documents. Selects and presents data. Determines and corrects errors.
- Drafts correspondence. Inputs, updates and maintains data.
- Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation materials, forms etc. Utilizes layout, formatting and keyboarding skills using computer.
- Maintains filing and retrieval systems for records/documents.
- Receives documents/applications, invoices/monies from the public or other levels of government and ensures accuracy and completeness. Issues/completes receipts/documentation. Receives, balances and records payments and completes receipts.
- Directs and/or guides and/or checks work of other staff.
- Responds to inquiries requiring broad knowledge of the operational area/function.
- Co-ordinates meeting rooms, bookings and special requirements for meetings. Attends meeting, takes and transcribes minutes.
- Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, bank deposits.
- Monitors, orders and maintains supplies/resource materials for unit or other locations.
Key Qualifications:
Your application must describe your qualifications as they relate to:
- Post-secondary education in a discipline pertinent to the job function (i.e. Arts Administration or other relevant field), or an approved combination of education and experience.
- Considerable experience working in a fast-paced customer service environment, dealing with the public and conflict resolution while meeting deadlines in a timely manner.
- Considerable experience in utilizing various computer software packages (e.g. CLASS software, Facility Booking and Reports software or equivalent), including spreadsheets, databases and word processing software (e.g. Outlook, Microsoft Word and Excel).
- Experience with cash handling and reconciling financial reports using various software (e.g. SAP or equivalent).
You must also have:
- Ability to perform moderately strenuous physical tasks, including table and chair set ups and/or art installation.
- Ability to effectively work with volunteers and work cooperatively as part of a team.
- Strong organizational skills with the ability to work with minimal supervision.
- Strong interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels and with diverse cultural groups, volunteers, artists and the public.
- Ability and willingness to obtain Standard First Aid and CPR training.
- Ability to lift boxes or materials weighing up to a maximum of 15 pounds.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.
- Previous experience working in a gallery or cultural facility setting is an asset.
- Ability to work evenings, overnight and weekends during the execution of events and programs.
- Knowledge of the Occupational Health and Safety Act and the provisions that apply to this position.
NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:
City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City’s Internal Job Posting Portal.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.